See the Glossary for more terms.
This SOP has internal roles only.
Some links will work for NIAID staff only.
This standard operating procedure (SOP) includes the following sections: Purpose, Procedure, Contacts, and Links.
To administratively close a contract after it is completed, including certifying that all services and deliverables are satisfactory and all costs have been settled.
Contracts are physically complete when contractors have rendered all services and the government has accepted all documents, materials, data, and other deliverables. Contracts are administratively closed when all administrative activities have been accomplished, releases executed, and final payment made.
Contract specialists close files according to the following schedule:
A contract file shall not be closed if the contract is in litigation or under appeal or if all termination actions have not been completed.
For two years after a final voucher is received, NIAID retains completed contract files in the main contract and grant contract file room of the Division of Extramural Activities.
Then, the contract files are moved to the Washington National Records Center where they are retained for four years and three months. They may be destroyed six years and three months after the final voucher has been received and paid.
Note the difference between a completion voucher and a final voucher. A completion voucher is received shortly after a contract is completed; a final voucher is due within one year after contract completion and is for a final payment.
Staff Only Contact
Contract Specialists: Staff Only Contact and Staff Only Contact
Closeout Administrators: Staff Only Contact and Staff Only Contact
See the public Office of Acquisitions staff listing for list of contract specialists and branch chiefs.
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FAR Subpart 4-804 Closeout of Contract Files
FAR Subpart 35.014, Government Property and Title
FAR 42.708, Quick-Closeout Procedure
FAR Part 45, Government Property
HHSAR 304.804-70 Contract closeout audits
NIH Manual 1742, Transfer, Withdrawal and Destruction of Records at the Washington National Records Center
NIH Manual 1743, Keeping and Destroying Records
NIH Manual 6342-2, Funding of Cost Overruns
NIH Manual 6342-70, Contract Financial Reporting and Review
Contracting Officer SOP
Contract Deliverables and Reporting Requirements SOP
Contracting Officer's Representative (COR) SOP
Last Updated July 11, 2012
Last Reviewed July 11, 2012